CLINCIAL PLACEMENT GUIDELINES FOR NURSING STUDENTS Infirmary Health System (IHS) is delighted that each of you has chosen us to be a clinical site in the development of your students. We here at IHS value each of you and will strive to maintain solid and productive partnerships. We appreciate your patience, understanding, and assistance as we strive to meet the complex requirements of the ever changing healthcare environment. We appreciate any feedback and recommendations based on your experiences at IHS facilities. Our first and foremost focus is the safety of our patients, staff, and community. We look forward to another eventful year of continued collaboration. The following guide, Clinical Placement Guidelines for Nursing Student, will serve as a resource for placement of faculty, nursing students, and practicum students in IHS facilities. If you have any questions or concerns regarding any sections of this manual please contact your designated hospital Clinical Coordinator. Roles/Responsibilities of School/University Placement Coordinator/Faculty to the Clinical Site 1. Request all placements by established deadlines to appropriate hospital Clinical Coordinator. 2. Provide hospital Clinical Coordinator with a required documentation at least 2 weeks prior to clinical start date: a. IHS Student Form (excel spreadsheet) b. 'I heard' form for all students and instructors every semester c. 'Instructor compliance' form for every instructor d. EPIC/LifeCare Access request form to obtain EPIC/LifeCare access for students and instructors e. 'Influenza Vaccination Verification' form if student will be in the hospital during flu season f. Clinical form g. Clinical schedule 3. Verify that instructors and students have completed the required EPIC/LifeCare and Medication dispensing system education (instructors only) at least 2 weeks prior to clinical start date 4. Obtain instructor and nursing student ID badges and parking permits prior to clinical start date at the Employee Service Center or designated location 5. Ensure the return of instructor and student exit evaluations to appropriate hospital Clinical Coordinator Faculty/Instructors of Student Clinical Rotation Groups Prior to clinical the faculty instructor must: 1. Communicate with the Nurse Manager or team leader/charge nurse and provide: a. Clinical form b. Clinical schedule 2. Contact the unit Nurse Manager or team leader/charge nurse to participate in initial orientation to unit (new faculty) or to receive updates from the unit Nurse Manager (faculty who have previously led clinical experiences on the unit) including: a. Familiarizing self with changes/routines b. Spending time on the clinical unit with a staff RN (as needed) Faculty/Instructors of Practicum Students who will be with Clinical Site Preceptors 1. Prior to the first clinical day of the quarter/ semester, the same information above must be communicated to the unit manager or team leader/charge nurse. The student will then work with their assigned preceptor to plan hours of attendance and ways to meet required course objectives. 05/2017 1
2. The faculty and/or student is responsible for submitting the completed contract (signed agreement between student and preceptor) to the designated hospital clinical coordinator 3. Faculty are expected to maintain communication with preceptor and Unit Nurse Manager/Team Leader/Charge Nurse throughout the quarter/semester Roles/Responsibilities of Unit Managers or Team Leaders/Charge Nurses at the Clinical Site 1. Work with hospital Clinical Coordinator to establish the unit as a placement site and designate unit staff as preceptors, if needed, in accordance with the criteria outlined below: a. Preceptor has completed the preceptor education nursing program 2. Communicate with School/University Placement Coordinator when placements arranged or with School/University Faculty or Students 3. Will receive syllabus, objectives, and days/times on unit or clinical placement area from school/college of nursing faculty 4. Provide unit orientation to nursing instructors and/or students. 5. Communicate any instructor/student issues to hospital Clinical Coordinator Roles/Responsibilities of the hospital ClinicalCoordinators 1. Ensure a current Clinical Education Affiliation Agreement with the school/university is on file. Agreements must be current and in place prior to the first day of any clinical experience. 2. Obtain clinical education placements for nursing students by working with unit managers and the school/university placement coordinator. 3. Once placements/preceptors have been agreed upon, the clinical site coordinator will: a. Provide contact information for the unit manager, team leaders, and/or preceptor b. Obtain EPIC/LifeCare and Medication dispensing system access for faculty and/or students 4. Collect faculty and student evaluations of clinical site and provide feedback to unit managers on a quarterly/annual basis. 05/2017 2
PARKING Mobile Infirmary Employee Service Center 125B Mobile Infirmary Blvd 251-435-4920 Thomas Hospital 312 S. Greeno Rd.,Bldg. C, Suite A North Baldwin Infirmary- 251-580-1756 IDENTIFICATION (ID) BADGES Mobile Infirmary Employee Service Center 125B Mobile Infirmary Blvd 251-435-4920 Thomas Hospital 312 S. Greeno Rd.,Bldg. C, Suite A North Baldwin Infirmary- 251-580-1756 REQUIRED PAPERWORK 1. IHS Student Form 2. I Heard Form 3. Instructor Compliance Form 4. EPIC/LifeCare Access Request Form 5. MDS User Agreement 6. Influenza Vaccination Verification Form 7. Clinical Form 8. Clinical Schedule 9. Student Evaluation CLINICAL ROTATION REQUIREMENTS APPLIES TO NOTES STUDENT FACULTY Obtain a new parking permit (hang tag) at the beginning of every semester Parking permit only valid for one semester Park in designated parking area (see parking map). Park only in area with power poles marked in red. Security officers routinely monitor parking areas Failure to park in designated area may result in loss of parking privileges Clearance to obtain ID is granted once the required paperwork and education requirements have been met A completed IHS Student Form is required for to the creation of ID badges All faculty and students must wear a IHS issued ID badge o Badge must be worn face forward on upper chest during clinical or associated activities All required nursing forms are located on the IHS nursing student webpage at http://www.infirmaryhealth.org/nursing-students All required paperwork must be submitted to the designated hospital Clinical Coordinator at least 2 weeks prior to clinical start date Each document must be completed accurately and completely as directed Failure to complete the required paperwork accurately and completely may result in a delay of clinical start dates 10. Instructor Evaluation REQUIRED EDUCATION Every student and instructor is required to read 1. Nursing Orientation the nursing orientation manual available at Manual http://www.infirmaryhealth.org/nursing-students 2. EPIC/LifeCare every semester Education Every student is required to complete EPIC/Life 3. Medication Care education every semester. Every Dispensing System instructor is required to complete EPIC/LifeCare (MDS) Education and MDS education every 2 years 05/2017 3
QUICK REFERENCE GUIDE FOR DOCUMENTATION SUBMISSION DOCUMENT INSTRUCTIONS SUBMISSION PAGE A. Clinical Rotation Request Form An individual form is completed to request group clinical assignments at a specific IHS facility for March 15 for the following academic calendar year 5 B. Practicum Rotation Request Form C. IHS Student one group of students for a specific semester One form can be completed for all practicum rotation requests for the semester. The completion of this form is required in order to Form process ID badges and parking permits D. I Heard Form This form must be completed for every student and instructors every semester after they have read the nursing orientation manual E. Instructor Compliance Form This form must be completed by the Dean and/or designated school representative to validate faculty/instructor competency every semester F. Clinical Form This form must be submitted to the Clinical Coordinator, Unit Manager/Team Leader, and posted on assigned clinical unit G. Clinical Schedule H. Influenza Vaccination Verification Form I. MDS User Agreement Form J. Student Clinical Experience Evaluation Form K. Instructor Clinical Experience Evaluation Form L. LIFECARE This form provides clear and concise communication to the nursing units regarding clinical rotation goals, objectives, and limitations This form provides clear and concise communication to the nursing units regarding student s expectations and limitations and clinical rotation goals and objectives. This form must be completed in order to verify influenza vaccination requirements have been met by students and instructors This form is submitted to pharmacy in order to obtain instructor access for the MDS. This form is a student s evaluation of their clinical experience at an IHS facility and will be used to improve the quality of clinical experiences. This form is an instructor s evaluation of their clinical experience at an IHS facility and will be used to improve the quality of clinical experiences. LIFECARE U education modules completed Education online via ilearn webstie M. MDS Education Accudose Rx (Mobile Infirmary) or Omnicell (Thomas Hospital) education modules completed online via ilearn website March 15 for the following academic calendar year At least 2 weeks prior to clinical start date At least 2 weeks prior to clinical start date At least 2 weeks prior to clinical start date At least 2 weeks prior to clinical start date At least 2 weeks prior to clinical start date December 1 st and then At least 2 weeks prior to clinical start date At least 2 weeks prior to clinical start date At the end of the clinical rotation At the end of the clinical rotation Must be completed every 2 years by all instructors. Must be completed ONCE by NEW instructors only Please use current forms available at http://www.infirmaryhealth.org/nursing-students 6 7 8 9 10 11 12 13 14 15 16 17 05/2017 4
ATTACHMENT A Clinical Rotation Request Form Complete and EMAIL this form to the designated hospital Clinical Coordinator to request nursing clinical rotations in which the clinical instructor has complete responsibility for the student. 1. Fill in all blanks 2. An individual form is to be used with: a. Each request b. Each separate clinical group Primary deadline is March 15 for the upcoming academic calendar year (Summer Summer). Secondary deadline June 1 for August December clinical placement dates, November 1 for January-April clinical placement dates, and March 15 for May-August clinical placement dates. 05/2017 5
ATTACHMENT B Practicum Rotation Request Form Complete and EMAIL this form to the designated hospital Clinical Coordinator to request placement/assignment for senior nursing/individual student who has chosen an IHS facility to complete their independent clinical practicum. 1. Fill in all blanks Primary deadline is March 15 for the upcoming academic calendar year (Summer Summer). Secondary deadline June 1 for August December clinical placement dates, November 1 for January-April clinical placement dates, and March 15 for May-August clinical placement dates. 05/2017 6
ATTACHMENT C IHS Student Form Complete and EMAIL this form to the designated hospital Clinical Coordinator in order to obtain nursing student and instructor ID badges and parking permits. 1. Fill in all blanks 2. All students and instructors listed on this form must have a corresponding I heard form submitted 3. All instructors listed on this form must have a corresponding Instructor compliance form submitted 4. Students should be listed first in alphabetical order, then instructors should be listed 5. Instructors RN license # should be listed under the Student ID# section 6. The IH ID # - either student nurse# (SN#) or nursing instructor # (NI#) - should be included (if known) At least 2 weeks prior to the clinical start date IH Student ID # IH Student ID # IH Student ID # IH Student ID # IH Student ID # IH Student ID # 05/2017 7
ATTACHMENT D I Heard Form Complete and EMAIL this form to the designated hospital Clinical Coordinator to comply with the nursing orientation requirements of IHS for instructors and students. 1. Complete this form once the nursing orientation manual has been read and reviewed. 2. Fill in all blanks 3. Check each block (with a check mark) found before and after statement. 4. Sign and date all signature boxes. At least 2 weeks prior to the clinical start date 05/2017 8
ATTACHMENT E Instructor Compliance Form Complete and EMAIL this form to the designated hospital Clinical Coordinator to comply with the nursing orientation requirements of IHS for instructors and students. 1. Completed by the Dean and/or designated school representative to validate faculty/instructor competency every semester 2. Fill in all blanks 3. Sign and date At least 2 weeks prior to the clinical start date 05/2017 9
ATTACHMENT F Clinical Form Complete and EMAIL this form to the designated hospital Clinical Coordinator; Submit in person to Unit Manager/Team Leader, and post a copy on the designated unit. This form provides clear and concise communication to the nursing units regarding students expectations and limitations, and clinical rotation goals and objectives. 1. Fill in all blanks 2. Provide detailed information regarding student expectations and limitations, and clinical rotation goals and objectives. Discuss this information with the Unit Manger/Team Leader. At least 2 weeks prior to the clinical start date 05/2017 10
ATTACHMENT G Clinical Schedule Complete and EMAIL this form to the designated hospital Clinical Coordinator; Submit in person to Unit Manager/Team Leader, and post a copy on the designated unit. This form provides the dates/times the instructor/students will be on the designated unit(s). 1. Fill in all blanks 2. Provide schedule details to Unit Manager/ Team Leader. At least 2 weeks prior to the clinical start date 05/2017 11
ATTACHMENT H Influenza Vaccination Verification Form Complete and EMAIL this form to the designated hospital Clinical Coordinator in order to comply with the IHS influenza vaccination policy. 1. Fill in all blanks 2. List students first alphabetically, then follow with instructors alphabetically 3. Differentiate students from instructors by placing (Instructor) after instructor s name 4. ***Important**** - Complete the last section (highlighted in yellow) on page 2 For the fall semester, this form is due by December 1 st For the spring semester, this form is due at least 2 weeks prior to clinical start date. 05/2017 12
ATTACHMENT I Medication Dispending System (MDS) User Agreement Complete and EMAIL this form to the designated hospital Clinical Coordinator. This form is submitted to pharmacy in order to obtain instructor access for the MDS. This must be completed only ONCE for NEW instructors. 1. Fill in all the blanks 2. Place nursing instructor# on form if known. If unknown, leave blank. 3. Place designated unit if known. If unknown, leave blank. 4. Select the CL Instructor box and mark 5. Sign and date At least 2 weeks prior to the clinical start date 05/2017 13
ATTACHMENT J Student Evaluation of Clinical Experience Complete and EMAIL this form to the designated hospital Clinical Coordinator. This form is a student s evaluation of their clinical experience at an IHS facility and will be used to improve the quality of clinical experiences. 1. Fill in all the blanks 2. The student can remain anonymous if they do not want to identify themselves 3. The section in blue pertains to only practicum students Submit at the end of clinical rotation, no later than 2 weeks after the semester/quarter has ended 05/2017 14
ATTACHMENT K Instructor Evaluation of Clinical Experience Complete and EMAIL this form to the designated hospital Clinical Coordinator. This form is an instructor s evaluation of their clinical experience at an IHS facility and will be used to improve the quality of clinical experiences. 1. Fill in all the blanks Submit at the end of clinical rotation, no later than 2 weeks after the semester/quarter has ended 05/2017 15
ATTACHMENT L LIFECARE U education modules via ilearn Nursing instructors and students have access to the patient s electronic medical record (EMR). Nursing students have view-only access of the patient s charts. Practicum nursing students have the capability to document in the patient s charts with preceptor co-sign. Students are required to complete LIFECARE U education every semester. Nursing instructors can document vital signs, BGs, I&Os, and medications administered with nursing students. Nursing instructors will be required to complete LIFECARE U education every year. All nursing instructors and students receive an email (example below) with a weblink to the ilearn website. Access to the LIFECARE U modules via ilearn is also available via the IHS nursing student website at http://www.infirmaryhealth.org/nursing-students. It is imperative that a correct and valid email address is submitted on the IHS Student Information Form to receive an activation email. Example Email Re: User Account Created Your user account has been created in ilearn - Infirmary Health's IT Training Portal. You can log on here: https://ilearn.infirmaryhealth.org/gm/workplace-1.54.1 User ID: IH Student ID or Instructor ID Number Password: Please refer to the LifeCare U Instructions for details regarding access to the LIFECARE U modules to be completed by (1) nursing students, (2) practicum nursing students, and (3) nursing instructors. Once the LIFECARE U education modules have been completed, students will be able to access EPIC LIFECARE in the clinical environment. In order to login to EPIC LIFECARE, students must enter their user ID number (student nurse#) available on the back of their ID badges (sample below) and the default password. Nursing instructors must enter their nursing instructor number (NI#) as their user ID. User ID and password are lower-case sensitive. They will be prompted to change their password after entering the default password. 05/2017 16
ATTACHMENT M MDS Education via ilearn Nursing instructors have access to the Medication Dispensing System (MDS). New instructors must complete the MDS education modules on ilearn in order to obtain access in the clinical environment. Nursing instructors can access the MDS education modules by selecting the ilearn activation email link and completing the required MDS education modules. Mobile Infirmary/LTACH Omnicell Thomas Hospital Omnicell Please refer to the LifeCare U Instructions available at http://www.infirmaryhealth.org/nursing-students for details regarding access to the MDS education modules. All education requirements will be tracked by the designated hospital clinical coordinator. Failure to complete the required education modules can result in a delay and/or forfeiture of clinical dates. For any questions or concerns regarding clinical placement guidelines, please contact your designated hospital clinical coordinator. 05/2017 17